UNIVERSITY of HOUSTON
MANUAL OF ADMINISTRATIVE POLICIES AND PROCEDURES
SECTION:
AREA:
Human Resources
Employee Relations
Number: 02.04.02
SUBJECT: Hours of Work
I.
PURPOSE AND SCOPE
This document defines university departmental operating hours and employee hours of work to
comply with standards of public service and operational efficiency and with federal and state laws
and regulations -- in particular, the General Appropriations Act. The purpose of this document is
to outline actions to be taken by departmental managers to obtain approval for operational hours
outside the normal hours or for staggered employee work hours (flextime). This document
applies to all staff employees in all University of Houston offices.
University of Houston departments are required to maintain consistent hours of operation and
levels of staffing in order to meet standards of public service and operational efficiency and to
comply with applicable federal and State of Texas laws. The management of each department is
responsible for ensuring that the policy provisions in this document are enforced and for setting
work schedules that are fair and equitable.
II.
DEFINITIONS
A.
FTE: An abbreviation for full-time equivalency that refers to a percentage of time and
effort for a position. One hundred percent or l.00 FTE means full time or 40 hours per
week; 50 percent or .50 FTE means half time or 20 hours per week, etc.
B.
Flextime: An optional work schedule in which the employee works the regular number of
weekly hours (based on 40 hours) on a time schedule other than the regular 8:00 a.m. to
5:00 p.m. Monday through Friday hours.
Generally, a flextime schedule involves working the core hours of 9:00 a.m. - 4:00 p.m.
between 7:00 a.m. and 6:00 p.m. daily from Monday through Friday, or, alternately,
working four 10-hour days from 7:00 a.m. to 6:00 p.m. Monday through Friday. See
MAPP 02.04.10 for more information.
III.
POLICY PROVISIONS
A.
Normal hours of work
1.
All staff employees paid on a full-time basis are required to work a minimum of
40 hours per week unless on approved leave status. Employees are required to
work additional hours if necessary to satisfactorily accomplish the job; the
acceptance of this requirement is a condition of employment for personnel
employed in those positions.
Part-time employees employed at less than 100 percent FTE are expected to
work those hours designated by the employing department as necessary to fulfill
the requirements of their positions. Such hours of work shall be consistent with
the FTE of the particular position.
July 30, 1996; Revised May 22, 2013
Page 1 of 5
Hours of Work
MAPP 02.04.02
2.
The typical office hours are 8:00 a.m. to 5:00 p.m. from Monday through Friday
(with one hour off for lunch). These are the regular hours of work for full-time
employees; however, the work schedules of some departments/employees may
be adjusted as necessary to provide maximum operational efficiency.
3.
State law requires that university offices remain open during the noon hour to
accept telephone calls, receive visitors, or transact business.
4.
Departmental management may stagger normal working hours of their
department personnel consistent with federal and state regulations and in the
interest of department efficiency, traffic regulations, public safety, environmental
concerns, and the approved work-related preferences of employees, as long as
the department remains open and adequately staffed between the posted hours
of operation.
When a department chooses to implement a flextime schedule, the option should
be available to all personnel, except for those in positions where business
necessity requires adhering to the posted hours of operation. Those positions
should be so designated in advance of implementing the flextime schedule.
The work schedules of employees choosing flextime schedules require the prior
approval of the direct supervisor. Where a department chooses a departmental
flextime schedule that digresses significantly from normal operating hours, the
flextime plan requires the prior review and approval of the Executive Director,
Human Resources or designee.
5.
B.
Employees are responsible for adhering to department work schedules.
Operational hours outside the normal hours: Certain offices may be kept open during
other hours and on other days, but the time worked counts toward the required 40 hours
per week for the purposes of calculating overtime pay for non-exempt personnel.
Employees may be asked to work more than normal hours when operational needs
demand it. Overtime work for non-exempt employees must be authorized in advance by
the appropriate business administrator(s), director, and/or department chairperson.
Working unauthorized overtime may subject a non-exempt employee to disciplinary
action, up to and including termination. Exempt employees are not eligible to receive
overtime pay.
C.
Notice of schedule change
1.
Some staff positions require more actual working hours than others, and the
acceptance of such a requirement is a condition of employment for personnel
employed in those positions. Managers retain the right to schedule the work
hours of their direct reports and to modify schedules as the needs of the
department or university require. Employees are entitled to reasonable notice
when a department makes significant changes in work schedules.
2.
Some staff positions require that the employee be available for service during
emergencies (i.e., “essential personnel”). An employee who has been informed
that his/her position is subject to emergency duty and subsequently fails to report
when called for such duty may be subject to disciplinary action, up to and
including termination, unless the employee provides an acceptable reason for
failure to report for duty.
July 30, 1996; Revised May 22, 2013
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Hours of Work
D.
E.
IV.
MAPP 02.04.02
Meal and rest breaks
1.
Each full-time employee is provided a meal break near the middle of the work
day. The time for meal breaks may be scheduled by management in the
department with appropriate regard for workload. The meal period should not
exceed 60 minutes. However, meal breaks of different lengths may be approved
where departmental work schedules require it and daily schedules are adjusted
accordingly. Employees are not paid for meal breaks.
2.
Employees may take periodic rest breaks. The time for rest breaks for nonexempt employees is decided and scheduled by departmental management with
appropriate regard for work load. Time spent on approved rest breaks will be
compensated. Time not used for rest periods cannot be used to reduce work
schedules or accumulated to be taken later.
3.
Management may alter or amend meal or rest break schedules as necessary to
ensure efficient operations.
National Guard or reserve personnel: The work schedule of an employee who is a
member of the National Guard or any reserve component of the Armed Forces must be
adjusted so that two of the employee’s regular non-work days per month coincide with
the two days of military duty to be performed by the employee. An employee may not be
required to use vacation or any other compensated leave for this military duty.
PROCEDURE FOR OBTAINING APPROVAL FOR EXCEPTIONS TO NORMAL OPERATING
AND/OR WORK HOURS
A.
To meet their institutional service obligations, it may be necessary for certain university
offices to be kept open or for staff to be available on call on a regular basis at times other
than 8:00 a.m. to 5:00 p.m. from Monday through Friday.
B.
Similarly, in the interest of departmental efficiency, traffic, public safety, environmental
concerns, or the approved work-related preferences of employees, management may
desire to stagger working hours of their department personnel outside normal posted
hours of operation.
C.
1.
The work schedules of employees choosing flextime schedules require the prior
written approval of the supervisor. Where a department chooses a departmentwide flextime schedule that digresses significantly from normal operating hours,
the plan requires the additional approval of the Executive Director of Human
Resources or designee.
2.
Human Resources must be contacted to provide counsel to ensure that the 40hour-per-week work standard will be followed. They will provide direction for
reporting leave and holiday time for flextime employees.
Temporary changes in office hours do not require this formal approval process.
However, in such cases, sufficient notice should be provided to alert students, faculty,
staff, or outside public customers of service interruptions.
July 30, 1996; Revised May 22, 2013
Page 3 of 5
Hours of Work
V.
VI.
MAPP 02.04.02
REVIEW AND RESPONSIBILITY
Responsible Party:
Associate Vice President for Finance
Review:
Every three years on or before July 1
APPROVAL
Carl Carlucci
Executive Senior Vice President for Administration and Finance
Renu Khator
President
Date of President’s Approval:
VII.
May 22, 2013
REFERENCES
State of Texas General Appropriations Act
UH System Administrative Memorandum 02.A.20
Manual of Administrative Policies and Procedures 02.04.10
REVISION LOG
Revision
Number
Approved
Date
Description of Changes
1
07/30/1996
Initial version (Originally a Policy and a Procedure)
2
12/14/1999
Applied revised MAPP template. Combined the policy and
procedure into one document. Revised contents to meet
current operating practices. Moved Section II, Policy
Statement, into Section I, Purpose and Scope. Removed
MAPP 02.04.02 in Section VII
3
04/07/2008
Applied revised MAPP template. The work schedule approval
process has been updated for departments operating outside
the University’s normal hours. The mention of “8:00 a.m. to
5:00 p.m. Monday through Friday” has been replaced with
“hours of operation” throughout the document as normal hours
is defined in the policy provisions. Work schedules outside of
normal operational hours in Section III.B no longer need
approval by specified responsible parties. The position title
“Vice President for Human resources” was changed to
“Executive Director of Human Resources” throughout the
document. Responsible party was changed to the AVP for
Finance. Removed Index terms
July 30, 1996; Revised May 22, 2013
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Hours of Work
MAPP 02.04.02
Revision
Number
Approved
Date
Description of Changes
Interim
09/07/2011
Interim designation based on Texas Workforce Commission
audit in 04/2011. Applied revised MAPP template and added
new Revision Log. Added Monday through Friday
parameters to Section II B definition for flextime. In
Section III.C, managers may modify schedules as
circumstances dictate. Documentation was added to
Section III.D on meal breaks and rest periods
4
05/22/2013
This MAPP is being submitted for review and approval to
remove the Interim designation. Added MAPP 02.04.10 to
Section II.B and Section VII, References
5
TBD
July 30, 1996; Revised May 22, 2013
Page 5 of 5